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Create and Manage Deal Automations

Admins can use Deal Automations to standardize important transaction, client follow-up, and database-management activities across a team or office.

Each automation tells Rechat:

When something happens, do this, for these deals.

Access Deal Automations

  1. Open Accounts.

  2. Select the appropriate team or office.

  3. Click Deal Settings.

  4. Select Automation.

The Automation page displays the automations created for the selected team or office.

From this page, admins can:

  1. Create a new automation.

  2. Review the sentence describing each automation.

  3. Filter the list by property type.

  4. Edit an automation using the pencil icon.

  5. Delete an automation using the trash icon.

Create an automation

  1. From the Automation tab, click + New Automation.

  2. Complete each part of the automation sentence:

    • When something happens

    • Do this

    • For these deals

  3. Review the completed sentence.

  4. Click Turn It On.

Unfinished parts of the sentence remain unavailable until the preceding information has been completed. After making a selection, Rechat advances to the next part.

Before turning on the automation, click any completed part of the sentence to review or change it.

Step 1: Choose what starts the automation

Click something happens to open the trigger menu. Use the search field or browse the available triggers.

The available contexts are based on the contexts configured for the selected organization.

When a context changes

A context-change trigger runs when the selected deal value is entered or changed.

Available contexts may include:

  • Closing Date

  • Commission %

  • End of Option

  • Executed Date

  • Financing Due

  • Financing Due Date

  • Inspection Date

  • Lease Application Date

  • Lease Begin

  • Lease End

  • Lease Executed

  • Lease Price

  • Leased Price

  • Listing Expiration

  • Listing Start Date

  • List Price

  • Possession Date

  • Referral %

  • Rental Price

  • Sales Price

Because contexts are configurable, the available options may differ by organization.

When a date comes up

Date-based triggers allow the automation to run when a selected date changes, arrives, or is approaching.

After selecting a date, choose one of the following:

Once it’s changed

Runs when someone enters or changes the date in the deal.

This option does not wait for the date itself to arrive.

Use it when one deal value should be calculated from another. For example:

When the Listing Start Date changes, set the Listing Expiration to one year after the Listing Start Date.

On the day it arrives

Waits until the selected calendar date arrives before running the automation.

For example:

On the Closing Date, send a testimonial request.

Before or after it arrives

Runs a selected number of days or weeks before or after the date.

Configure:

  • The numeric offset.

  • Day or Week.

  • Before or After.

For example:

One day after the Closing Date, subscribe the client to a market report.

Once it’s changed and On the day it arrives are not interchangeable. The first responds when the field is updated; the second waits for the calendar date.

Step 2: Choose what Rechat should do

Click Next and choose an action.

Current actions include:

  • Send a simple email

  • Set Buyer Address

  • Send Testimonial Request

  • Set a Context

  • Add Tags

  • Subscribe to Market Report

  • Add a Task

The additional information required depends on the selected action.

Send a simple email

Sends a reusable email template from the agent to selected deal participants.

Configure the email

  1. Select Send a simple email.

  2. Choose the recipients.

  3. Select an existing email template or click Create a template.

  4. Review the subject and message preview.

  5. If needed, click Edit to update the selected template.

  6. Click Next.

Email templates can contain supported variables, such as the recipient’s first name.

Choose recipients

Admins can select broad recipient groups:

  • Our Clients

  • Other Side Clients

  • Our Agents

  • Other Side Agents

Alternatively, expand More roles to select specific deal roles, such as:

  • Buyer or Seller

  • Buyer Agent or Seller Agent

  • Buyer Broker or Seller Broker

  • Buyer Lawyer or Seller Lawyer

  • Buyer or Seller Power of Attorney

  • Buyer or Seller Referral

  • Buyer or Seller Sales Manager

  • Buyer, Seller, or general Transaction Coordinator

  • Appraiser

  • Landlord

  • Lender

  • Team Leader

  • Tenant

  • Title

The available recipient must be included in the deal for Rechat to send the email successfully.

Pro Tip: Use broad groups for client-facing communication that should reach everyone serving that role. Use specific deal roles for operational communication intended for one participant, such as the lender, title contact, or transaction coordinator.

Set Buyer Address

Updates the buyer’s contact record using the property address from the deal.

This action does not require additional action configuration. After selecting it, define the qualifying deals.

A typical automation might update the buyer’s address at closing for buyer-side residential transactions.

Use this action only when the property will become the buyer’s address. It may not be appropriate for investment, commercial, vacation, or other transactions where the buyer will not occupy the property.

Send Testimonial Request

Sends the client an email containing the testimonial-request link.

  1. Select Send Testimonial Request.

  2. Enter the email’s subject line.

  3. Continue to the deal conditions.

On the individual deal Timeline, this automation may appear as Ask For Testimonials.

Set a Context

Copies the value from one date context into another, with an optional calculation.

  1. Select Set a Context.

  2. Under Copy the value of, select the source context.

  3. Under Into, select the destination context.

  4. Enter an offset value.

  5. Select:

    • Day

    • Week

    • Month

    • Year

  6. Choose Add or Subtract.

  7. Click Next.

To copy the same date without changing it, use an offset of zero.

Example

To automatically calculate a one-year listing term:

  • Source: Listing Start Date

  • Destination: Listing Expiration

  • Offset: 1

  • Unit: Year

  • Calculation: Add

The automation would read:

Once the Listing Start Date is changed, set the Listing Expiration using the Listing Start Date plus one year.

Add Tags

Adds selected tags to contacts associated with the deal.

  1. Select Add Tags.

  2. Choose the recipients.

  3. Click Next.

  4. Select or enter the tags.

  5. Continue to the deal conditions.

The recipient options are the same broad participant groups and specific deal roles available for simple-email automations.

Use this action to support consistent database organization. For example, a brokerage could add tags such as:

  • Past Buyer

  • Past Seller

  • Closed Client

  • Investment Client

  • Residential Lease

  • New Construction Client

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Best practice: Agree on a standardized tagging structure before creating the automation. Automating inconsistent or duplicate tags can make databases harder to manage.

Subscribe to Market Report

Subscribes selected deal participants to the monthly market report for the property’s area.

  1. Select Subscribe to Market Report.

  2. Choose who should receive the report.

  3. Continue to the deal conditions.

The admin selects the recipients but does not select a location or specific market report. Rechat automatically determines the market area using the property information from the deal.

For example:

One day after the Closing Date, subscribe the buyer to the monthly market report for a closed residential sale.

Make sure the deal includes complete property information and the selected recipient’s contact information.

Add a Task

Adds a task to the deal checklist when the automation runs.

  1. Select Add a Task.

  2. Enter the task title.

  3. Select the task type:

    • Generic

    • Form

    • Application

    • SkySlope Form

  4. If applicable, select the corresponding form or resource.

  5. Select Required task if the item must be completed.

  6. Continue to the deal conditions.

This action can help ensure that required transaction items are added consistently instead of relying on an agent or transaction coordinator to remember them.

Step 3: Choose which deals qualify

Click these deals to define where the automation applies.

At least one qualifying property type and status must be selected before you can continue.

Deal side

Choose:

  • Either side

  • Seller

  • Buyer

Select Either side when the automation is appropriate for both buyer- and seller-side transactions.

For-sale property types

Available for-sale options include:

  • New Construction

  • Commercial Sale

  • Lot/Land Sale

  • Residential Sale

For-lease property types

Available lease options include:

  • Vacation Rental

  • Commercial Lease

  • Residential Lease

You can select multiple property types.

Deal statuses

Choose one or more qualifying statuses:

  • Active

  • Pending

  • Archived

  • Closed

  • No Status

The status is checked when the action runs—not when the automation is first scheduled.

For example, suppose an automation is scheduled to send a testimonial request on the Closing Date and requires the deal to be Closed. If the Closing Date arrives while the deal is still marked Pending, the deal does not satisfy the selected status condition.

Review and turn on the automation

After completing all three parts, the builder displays the finished automation as a sentence.

Review:

  • The trigger and timing.

  • The action and recipients.

  • The deal side.

  • The qualifying property types.

  • The required statuses.

Click any part of the sentence to change it. When everything is correct, click Turn It On.

The automation will be applied to qualifying new deals for the selected team or office.

Edit an automation

  1. Open the Automation tab.

  2. Find the automation.

  3. Click the pencil icon.

  4. Click the part of the sentence you want to change.

  5. Make the changes.

  6. Click Update.

Edits apply to new deals going forward. Deals already in progress retain the automation version they previously received.

Delete an automation

  1. Open the Automation tab.

  2. Find the automation.

  3. Click the trash icon.

  4. Review the confirmation.

  5. Click Delete.

Deleting the automation removes it from all new deals. It does not retroactively remove the scheduled copy from existing deals.

Recommended automations

Consider starting with workflows that are broadly useful and easy to verify:

  • Request a testimonial after closing.

  • Subscribe a buyer to a market report after closing.

  • Update a buyer’s address after closing.

  • Add standardized tags to closed clients.

  • Calculate a Listing Expiration from the Listing Start Date.

  • Add a required checklist task when a qualifying context changes.

  • Notify the appropriate deal participant when an offer is received.

Start with a limited deal scope, test the result, and expand the automation after confirming that it works as intended.

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